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- Expense claim
Expense Claim
What is an expense claim?
An expense claim is a formal request made by an employee to be reimbursed for costs related to work activities. These expenses typically include travel, accommodation, meals, and other work-related purchases that the employee has paid using personal funds. The process ensures fair compensation, supports accurate financial reporting, tax compliance and helps keep control over business expenditures.
Expense claims in corporate travel
In corporate travel management, expense claims help organizations:
Ensure employees don’t have to personally cover work-related expenses
Maintain transparency in employee spending
Ensure accuracy of financial records by tracking spend effectively
Support compliance with internal travel and expense policies
Streamline reimbursement workflows
Monitor and analyze travel-related costs
Many organizations use digital platforms to automate the submission, approval, and auditing expense claims, as well as streamline the travel spend management process. For example, integrated travel and expense solutions such as Amadeus Cytric allow employees to manage bookings and submit claims within a unified interface, improving accuracy and reducing administrative overhead.
How can you claim business travel expenses?
The typical process for claiming travel expenses includes:
Collecting receipts or digital proofs of purchase
Submitting claims through an internal system or expense platform
Categorizing expenses according to company policy
Review of the expense claim by a manager and finance teams for accuracy and compliance with the travel policy
Approval of expense reports from a manager and finance teams, if deemed compliant
Reimbursement of approved expenses, usually via payroll or direct deposit
Best practices include submitting claims promptly, ensuring documentation is complete, and adhering to travel and expense policy guidelines and spending limits.
Need more details?
Frequently asked questions (FAQ)
Common reimbursable items include transportation (flights, train tickets, mileage, car rental, transfer services), lodging, meals, and incidental costs directly related to business travel.
Submission timelines vary by organization, but many require claims to be submitted within 30 days of the expense.
Some companies allow small claims without receipts, but most require valid documentation for financial auditing and compliance.
If a claim is rejected, the employee is typically notified with a reason. They may be asked to revise the claim, provide additional documentation, or escalate it for further review depending on company policy.
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